Property Management

Property Inventory Certification Checklist

Use this check list as a guide to complete all steps in the annual certification process. The certification process may take several days to complete, so please plan accordingly to meet the June 30th deadline.

The Property Inventory System Help page provides instruction guides and video tutorials on how to process updates in the Property Inventory System.

Checklist

• ☐ Physically verify inventory tags are attached and visible.
• ☐ Department Inventory All Property Report:
  • • ☐ Update the condition of the assets in the Property Inventory System.
    • ☐ Verify the Description, Manufacturer, and Model are correct and notify Property Management of updates needed.
• ☐ Items Missing Information Report:
  • • ☐ Verify report is blank for all organization codes under the department.
    • ☐ If missing Serial Number, update in the Property Inventory System.
    • ☐ If missing the Building and Room Location, update in the Property Inventory System.
• ☐ Missing Property Report: (Identified on the Department Inventory report as “Missing” in the Status column)
  • • ☐ Search for assets already on the list. Missing assets remain on inventory for two additional years before being removed by Property Management. If already showing missing, a new form is not necessary.
    • ☐ Report additional assets that were not located with the Missing Property Form in the Property Inventory System.
    • ☐ Assets previously reported missing and have been located, submit the Missing Property Return Form in the Property Inventory System.
• ☐ Stolen Property Report:
  • • ☐ If an asset is determined to have been stolen, complete the Stolen Property Form in the Property Inventory System.
    • ☐ Include copy of the official police report.
• ☐ Offsite Property Form: Verify an Offsite Property form is recorded in the Property Inventory System for mobile assets that move frequently or are being used off campus.
• ☐ Transfers: Verify all pending transfers are processed via the Property Inventory System.
  • • ☐ Accept pending Transfers-In.
    • ☐ Verify pending Transfers-Out are approved by the receiving department.
    • ☐ Process surplus transfers by June 30th and submit the pickup request. Surplus transfers will not cause a delay of departments certifying since pick up from Surplus will not occur after June 30.
• ☐ Trade In: Verify items used as Trade-Ins are no longer on the department’s inventory. Complete the Trade in form in the Property Inventory System.
• ☐ Discovered assets not listed on Department Inventory Report: Email Property Management with asset information.
• ☐ Submit Property Inventory Certification: This may be submitted by the Property Custodian or the Delegate.
• ☐ Approve Property Inventory Certification by Custodian or Delegate in the Property Inventory System.

Helpful Tips

• The Property Inventory System will not allow submission of certifications when assets are missing serial numbers or locations.
• Scanning is available in the Property Inventory System to help expedite certifications.
• Assets that are considered remote or are in restricted areas may be verified by photos. 

Property Inventory System